Payroll Coordinator

About Us:

Spear Physical and Occupational Therapy is the nation's leading outpatient practice. With more than 60 clinics in the New York Tri-State Area and 25 years of experience, Spear provides unmatched access to physical and occupational therapy services. Spear's reputation for excellence has been recognized by top medical, academic, and business communities, including accolades such as being named the nation's top physical therapy practice twice by the American Physical Therapy Association and WebPT. Learn more about Spear's history of excellence at

Position Overview:

The Payroll Coordinator plays an essential role in shaping our employee experience by serving as a trusted resource for all payroll-related matters. This position is responsible for the precise and timely execution of our weekly and bi-weekly payrolls. The role will support the complete payroll cycle for their designated regions/area, ensuring compliance with State regulations, and meet all critical deadlines. Success in this role centers on a keen eye for detail, the ability to anticipate needs, and a proactive approach to problem-solving.

Key Responsibilities:

• Conduct thorough reviews of employee timesheets to identify and resolve errors related to missing punches, overtime, job coding, and PTO entries
• Manage the accurate input of payroll data, including exception reports and adjustments for new hires, terminations, Leaves of Absence, and variable pay (Incentive payments, PRP, bonuses, reimbursements)
• Process and verify changes to employee records, including 401(k) contributions and other benefit deductions
• Assist in running weekly payroll and provide essential coverage for the team as needed
• Prepare and distribute payroll preview reports to managers by 12:00 PM on Monday of each pay week
• Track and collect managerial approvals by 2:00pm on Tuesday, ensuring all discrepancies are addressed
• Incorporate final adjustments and submit the finalized payroll for processing by the 3:00 PM Wednesday deadline
• Run routine audit reports, like payroll registers and missing punch reports, to maintain data integrity
• Serve as the primary point of contact for employees and managers, providing clear and helpful answers to payroll inquiries and assisting with timesheet approvals
• Monitor pending PTO requests and coordinate with managers to ensure they are approved in a timely manner
• Manage stop